STAFF REPORT. Recommendation for the Purchase of a Two Axle, 5 Yard, Combination Sewer and Storm Drain Cleaner

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1 STAFF REPORT DATE: July 7, 2009 TO: FROM: SUBJECT: City Council Dan Doolan, Fleet Services Manager Donna Silva, PGS Director Recommendation for the Purchase of a Two Axle, 5 Yard, Combination Sewer and Storm Drain Cleaner Recommendation Approve Resolution Accepting Bid of $305, from Municipal Maintenance Equipment for Purchase of a Two Axle, Five Yard, Vac-Con Combination Sewer and Storm Drain Cleaner, utilizing a cooperative inter-agency purchasing agreement (i.e. piggy-back ) on the City of Oakdale, California bid awarded on April 2, Fiscal Impact The purchase of this vehicle is approved for the current FY fleet equipment replacement budget. Sufficient funds are available for this purchase from the Vehicle Replacement Fund. Funding Source- 622 Equipment Replacement Fund $305, Council Goal(s) Goal: To Conserve Natural Resources and Protect the Environment by purchasing Lower Emission Vehicles. Background and Analysis This proposed vehicle acquisition utilizes a cooperative inter-agency agreement know as a piggy back The city uses these cooperative, inter-agency purchasing agreements to purchase vehicles and equipment whenever it is practical and cost-effective. Over the last five years, the city has used this method to replace three (3) Type I Urban Structure Fire Engines utilizing the City of San Jose s bid process. In a cooperative purchasing agreement, public agencies benefit from the specification development and bidding process of another public agency to purchase appropriate vehicles and equipment, common to local government. The vendor agrees to accept additional orders based on the original bid with minor vehicle option costs or credits added to or deducted from the original bidding agency s purchase order. The City of Davis, Public Works Department, requested fewer 07/07/2009 City Council Meeting 04A - 1

2 Purchase One (1) Two Axle Combination Sewer and Storm Drain Cleaner. Page 2 options on their vehicle specification and therefore received a lower quote. This price quote is based on FY 08/09 manufacturing prices. This makes the cooperative purchase agreement very cost-effective. Public Works staff tested, demonstrated and reviewed numerous Combination Sewer and Storm Drain Cleaners over the last year. Their choice was to stay with the manufactured vehicle they currently have which is also a Vac-Con. They chose this vehicle because of its reliability and ease of use. They also looked at the potential safety issues that may arise operating a differently designed, more complicated vehicle. City staff will need minimal training because they are already familiar with the Vac-Con s vacuum and jetting configuration. The city has one (1) 1990 Ford Two Axle 5 Yard Vac-Con Combination Sewer and Storm Drain Cleaner. This vehicle is powered by a Non Compliant, Gross Polluting, Diesel Engine that is assigned to the Public Works Sewer Division and is used for jetting and cleaning city sewer and storm drains. In accordance to the Public Fleet Rule, adopted by the state Air Resources Board on December 8, 2005, the City of Davis is required to replace this vehicle with a 2007 or later vehicle which meets the new exhaust emission standards. Under the Public Fleet Rule, the City elected to replace four (4) older vehicles and to install particulate traps on the remaining four (4) newer vehicles. As of we have completed our current requirement by installing four (4) exhaust particulate traps on the newer vehicles and have replaced (2) of the (4) older vehicles. The replacement of this vehicle will be the (3rd) vehicle to be replaced, under this requirement. This vehicle will be purchased with an electronically controlled diesel engine which meets the current state and exhaust emission standards for on-highway H.D. diesel trucks. Attachments Resolution Accepting Bid Letter from City of Oakdale City of Davis specifications 07/07/2009 City Council Meeting 04A - 2

3 RESOLUTION NO. 09-XXX, SERIES 2009 RESOLUTION ACCEPTING BID OF $305, FROM MUNICIPAL MAINTENANCE EQUIPMENT FOR PURCHASE OF A TWO AXLE, FIVE YARD, VAC-CON COMBINATION SEWER AND STORM DRAIN CLEANER WHEREAS, the City of Davis did review purchasing specifications and bids received bythe City of Oakdale, California, for the purchase of a two axle, 5 yard, combination sewer and storm drain cleaner; and WHEREAS, the City of Davis determined that the bid submitted by Municipal Maintenance Equipment of Sacramento, California met the requirements of the City of Davis; and WHEREAS, the City of Davis desires to use a cooperative purchasing method, utilizing the bidding process of the City of Oakdale, California, and bid award to Municipal Maintenance Equipment, to purchase a two axle, 5 yard, combination sewer and storm drain cleaner in the most cost effective and efficient manner. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Davis does hereby accept the bid for Municipal Maintenance Equipment, in the amount of $305, and that all terms, conditions and covenants of said contract be, and the same are hereby approved, ratified and confirmed. PASSED AND ADOPTED by the City Council of the City of Davis this 7th day of June, 2009 by the following vote: AYES: NOES: ABSENT: ATTEST: Ruth Uy Asmundson, Ph.D. Mayor Zoe S. Mirabile, CMC City Clerk 07/07/2009 City Council Meeting 04A - 3

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